How to Use the Enterprise Content Management System (ECMS) to Submit Documents to DTIC July 11, 2016

Transcription

1 How to Use the Enterprise Content Management System (ECMS) to Submit Documents to DTIC July 11,

2 Before Accessing ECMS Before accessing ECMS, use these best practices: You must be registered with DTIC before you can access ECMS. Register here: Delete the browser history before accessing ECMS. In your browser, use Tools > Delete Browsing History. Be sure the form data box is checked. Use Microsoft IE 10 or above when using ECMS. If you do not have IE 10 or above, or something isn t working right, switch to Mozilla Firefox as your browser, then open ECMS. If you still have problems accessing ECMS, talk to your IT department. 2

3 Tutorial & ECMS Usage Conventions In this tutorial, required fields are written in a bold red font and optional fields are identified with a bold blue font. On the ECMS screens, an asterisk * indicates a required field name. In ECMS, use the Tab key to move from field to field. This will place your cursor in the correct location for data entry and reduce input errors. In ECMS, use the and buttons, located at the bottom of each ECMS screen, to move from screen to screen. Field definitions are listed in the Help section of ECMS. The Help icon is located in the upper right corner of the ECMS screen. If you want a larger font in ECMS, use the Zoom function slider in the lower right of your Windows screen. 3

4 Table of Contents for ECMS Sections Section 1 - Submitter, Author & Performer section. slide 5 a. Submitter, Author & Performer, required input.. slide 6 b. Performing Organization, required input slide 7 c. Add Author, optional input slide 9 Section 2 - Document & Funding section... slide 10 a. Document Type, Sub Type, Title required input slide 11 b. Embedded media, Media Format, Date Published, required input. slide 12 c. Document & Funding, optional input.. slide 13 d. Add Funding Organization, required input. slide 15 Section 3 - Distribution & Controlling section.. slide 16 a. Distribution, Export Controlled, Distribution Reasons, required input. slide 17 b. Distribution Date, conditionally required input... slide 18 c. Controlling Office, conditionally required input.. slide 19 d. Distribution of Abstract, conditionally required input slide 20 e. Submit button, required. slide 21 4

5 Section 1-Submitter, Author & Performer The 1 st section in the ECMS process is: smith susie susie.smith@... There are only three sections in the ECMS process; each will be explained in this tutorial. All required fields will be explained; some optional fields will be explained. 5

6 Section 1-Submitter, Author & Performer input The submitter s name and address will default into the name and fields. You can edit these fields. Required *Phone - Add your phone. Required * government or military author? - Select yes or no. smith susie.smith@... susie Required *Add Performing Organization - Select the icon to open a new screen for the required fields. See next slide for input directions. 6

7 Section 1-Performer/Performing Organization input The Organization Lookup button at the top of the input screen is currently not operational. DTIC will announce its availability in the future. Required *Organization Name and *City - Add the performing organization information. Tip: Use the top level name of the organization. If the record is from the Sensors Directorate, include which branch of the service. EXAMPLE: Air Force Research Lab, Sensors Directorate or Army Research Lab, Weapons and Materials Research Directorate. Required * Organization Type - Open the drop-down menu & select the organization type. After completing your entries, select Save Changes in the lower right. TIPS: - Add the 2- letter state abbreviation and zip if the city is in the US. This will save time later. - Based on user experience, use the tab key to move to the zip code field. Also, type the zip code, do not copy & paste it. - To add additional organizations, select the icon on the previous screen. 7

8 Section 1 - Submitter, Author & Performer / Add Author (optional) Optional: Author Add The author name is optional, but if you have author name(s), please add this data. It will help make search results more accurate. Select the icon to add the author(s) info; a new input screen will appear. See next slide for author input instruction. smith susie.smith@... susie 8

9 Section 1-Submitter, Author & Performer / Add Author input (optional) Optional: Author Information If you choose Yes, the submitter s name will default into the name fields. Then select Save changes and then Close. If you choose No, then add the author data, select Save changes and Close. ECMS will accept an unlimited number of authors but only the first 20 will appear in the DTIC website citation. Add additional authors by selecting the icon on the previous screen. ORCID: Stands for Open Researcher and Contributor ID. It is an alphanumeric code that uniquely identifies an author and provides a persistent digital identifier across diverse media and research workflows. DTIC is not responsible for the creation or maintenance of ORCIDs. Information on ORCID can be found at 9

10 Section 2 - Document & Funding The 2nd section in the ECMS process is: This section will display different required, documentspecific fields based on your selection from the Document Type drop-down menu. For instance, if you select Journal Article as your Document Type, the required, document- specific field *Journal Title will display. If you select Conference Paper as your document type, these required fields will display: *Conference Start Date, * Conference End Date, *Conference Title. 10

11 Section 2 -Document & Funding / Document Type, Sub Type, Title input (1 of 5 slides) Required *Document Type Open the drop-down menu & select your Document Type. Required *Document SubType Use the arrow to open the drop-down menu & select Document Sub Type. Required *Title Enter the complete name of the document submitted: title, subtitle, volume, part number, etc. Use the Help section in ECMS for a detailed description of this content. Use the button to select the desired document and add it to your submission. Only PDFs are accepted. Max file size 100MB. 11

12 Required *Contains Embedded media? Select the desired radio button. If Yes, a drop-down menu for Media Format appears. Use the Help icon in ECMS for more details. Section 2 -Document & Funding section / Embedded media, Media Format, Date Published input (2 of 5 slides) Required *Date Published This is also known as the Report Date. Enter the date in the format shown or click in the box to use a calendar tool for month/day/year options. If the date is unknown, enter 01/01/current year, example: 01/01/2016. TIP: Based on submitter experiences, it s easy to make a date entry error when you copy & paste the date. For accuracy, use the tab key to access this field. DTIC recommends typing the date in the exact format shown, or click in the field to open the drop down calendar. 12

13 Section 2 -Document & Funding section / Optional Fields (3 of 5 slides) Optional All fields in this part of the Document & Funding section are optional. Enter as much data as you know. Additional data will help deliver more accurate search results. Use the Help icon in the upper right corner of ECMS to access the field definitions. Use the icon to access fields to enter data Community of Interest, Joint Capability Area. 13

14 Section 2 -Document & Funding / Add Funding Organization (4 of 5 slides) Required *Add Funding Organization Select the icon next to Add Funding Organization to add the data. Another screen will appear. See the next slide for the fields to complete. Use the icon again to add additional funding organizations. 14

15 Section 2- Document & Funding / Add Funding Organization input (5 of 5 slides) The Organization Lookup button is not currently operational. DTIC will announce its availability in the future. Required *Organization Name If you select Yes, the Performing Organization data will default into the name, city and state fields. If you select No then enter the data for the funding *Organization Name, *City, & State. TIP enter a zip code if location is in the US. This will save time later. TIP Use the tab key to move to the zip code field; type in the zip code, do not copy & paste it. The remaining fields are optional; enter as much data as possible. Additional data will deliver more accurate search results. After completing your entries, select Save Changes and then Close from the lower right. 15

16 Section 3 - Distribution & Controlling This is the 3 rd and final section in the submission process: Many fields in this section will be optional. However, DTIC encourages you to add data to as many fields as possible to deliver better-quality search results. 16

17 Section 3 -Distribution & Controlling / Distribution, Export Control, Distribution Reasons input (1 of 5 slides) Required *Distribution / Availability Open the drop-down menu & select the distribution. NOTE: If you select distribution A= Public Release, the Export Control radio button will prefill to No and no other field on this ECMS section will require input. You can then use the Submit button in the lower right corner to send your submission to DTIC. Conditionally Required *Export Controlled required when the distribution/availability is B F. Use the Help icon in the upper right corner of ECMS for a detailed explanation of Export Controlled. Required *Add Distribution Reasons This field is required when the distribution/availability is B F. Select the icon to enter your reason. Select the icon again to add a maximum of three reasons. 17

18 Section 3 -Distribution & Controlling / Distribution Date input (2 of 5 slides) Conditionally Required * Distribution Date Same as Report Date? Required if the distribution/availability is B F. If you select Yes, the Report Date from an earlier field will default in. If you select No then * Distribution Date is required. Enter the date in format displayed or click in the field to display the calendar for date selection. TIP: Based on submitter experiences, it s easy to make a date entry error when you copy & paste the distribution date. DTIC recommends typing the date in the exact format shown or using the drop down calendar which is accessed by selecting the box. 18

19 Section 3 -Distribution & Controlling / Controlling Office input (3 of 5 slides) Conditionally Required *Controlling Office same as Funding? Required if the distribution is B F. If you select Yes, the Funding Organization data will default in. If you selected NO, enter the *Controlling Office Name, City, State and Zip Code TIP Use the tab key to move to the zip code field and type in the zip code. 19

20 Section 3 Distribution & Controlling / Distribution of Abstract (4 of 5 slides) Optional Abstract - enter an abstract for the document. If no abstract is entered, DTIC will supply one based on the document content. Conditionally Required. Distribution of Abstract If the document distribution is B -F, select desired radio button. 20

21 Section 3 -Distribution & Controlling section (5 of 5 slides) Submit button Optional Subject Terms (Tags) - Enter any keywords, phrases, or subject terminology that might assist in searching for this document. Additional Information Enter any relevant information about the document that is not included elsewhere. See the Help section for examples. Required Submit Use the button to send your document to DTIC. Nothing is sent to DTIC until you select this button. 21

22 Successful Submission to DTIC After submitting your report to DTIC, you will see this Submitting image. During this transmission time, DTIC will identify an accession number for the submission. After the submission is received, you will see the 2nd message on your screen Submission Status: Success. DTIC will also send you a separate with the DTIC accession number (AD). Select Okay to end your input session or to start another. 22

23 ECMS Usage Summary In ECMS, field definitions are listed in the Help section. The Help icon is in the upper right corner of the ECMS screen. You must select the Submit button on the bottom of the last screen, Distribution & Controlling to send your submission to DTIC. Nothing is saved or sent to DTIC until you use the Submit button on the last screen. You will receive two messages from DTIC after a successful submission. 1. an on-screen Submission Status: Success message and 2. a separate to your address from DTIC with the DTIC accession number (AD). If you receive an error message, please take a screen shot and send it to us. The POC is listed at the end of the tutorial. 23

24 ECMS Tips - Reminders Tips: You must be registered with DTIC before you can access ECMS. Register here: Clear your browser history before accessing ECMS. Use Microsoft IE 10 or above when using ECMS. If you do not have IE 10 or above, or something isn t working right, switch to Mozilla Firefox as your browser. If you still have problems accessing ECMS, please talk to your IT department. 24

25 ECMS Resources at DTIC For questions or problems regarding your submission, please contact DTIC s Information Collection Division directly at dtic.belvoir.ecm.mbx.acquisitions@mail.mil or (selection 6) If you receive an error message after submitting the report, please take a screen shot of the error message and send that to us so we may better assist you. 25